Skip to the content of the web site.

Administrative Assistant

Department: Police and Parking Services Effective Date: February, 2008
Grade:

USG 6

35 hr/wk

Reports to: Director of Police and Parking Services

General Accountability

The Administrative Assistant, Secretary reports to the Director of Police and Parking Services and is accountable for the administrative duties as well as general secretarial responsibilities required by the Director. This position is accountable to the Director, but works closely with all members of the University Police and Parking Services. As situations occur, this position may be required to provide assistance and or secretarial duties for the Parking Manager. The incumbent maintains departmental electronic and paper files and provides for the Director, the information required for major decisions. Also responsible for creating and maintaining departmental personnel official records, correspondence, coordinating and disseminating information to the appropriate departments. The incumbent must have superior computing skills.  The incumbent must also be able to write with clarity and be comfortable dealing with confidential material. The incumbent will sort and deliver mail as it is delivered throughout the day. This position will provide customer services on the phone, as well as in person, in a positive professional manner. This position is also responsible for the submissions of departmental payroll items for payment including, but not limited to; Officers’ overtime, statutory holiday records and salary records for the Student population employed by Police and Parking Services. 

Nature and Scope

Other positions that report to the Director, Police and Parking Services include the Manager, Parking Services and the Manager, Police and Security Operations, Investigation Coordinator.

 

Police Operations consists of a Staff Sergeant as the Manager, 4 Sergeants, each in charge of a shift and a total of 10 officers who are assigned to shift work. The shifts provide police and security service to the UW community on a 24 hour 7 days a week basis. There are also 5 dispatchers who manage the operations control room and accept all calls for service.

 

Parking Services consists of the Manager, 4 front office staff, 2 Kiosk staff, 2 technicians and 2 parking enforcement staff. The Manager, Parking Services co-supervises the 5 dispatchers with the Manager, Police and Security Operations.

 

Police Operations provide service to the University by responding to calls for service and through patrols of the campus and buildings. Patrols are done on foot, by vehicle and on bicycle. Calls for service normally originate in the operations office.  They are received by telephone, email, security alarms or in person at the counter. All calls for service and all subsequent action are recorded in a computer data base.  A call for service could range from a request for a door opening to a report of an assault in one of the buildings. The dispatcher records all calls for service, dispatches the appropriate response and ensures that all follow up information is entered in the report summary.

Statistical Data

The University of Waterloo is situated on approximately 1000 acres of property with some 48 Buildings.  The South Campus houses the majority of the academic buildings and student residences. The North Campus is open farmland and has a 100 hectare Research and Technology Park under development. The University enrolment is approximately 18,000 undergraduate students, 2000 graduate students and 2800 faculty and staff.  There are approximately 5000 students housed in residence. There are two pubs on campus licensed to serve alcohol with a total capacity of approximately1400 people. The majority of the Academic buildings are open 24 hours a day to permit students use of computer labs. The university has approximately 5800 parking spaces located in gated lots, open lots and at parking meters. There are two lots that are controlled by an attendant during business hours.

 

There are normally around 20,000 calls for service or contact with the public annually. This varies from year to year; however, the trend is toward an increase each year as the University continues to add new buildings and more students. Each call will vary as to the time required to resolve from approximately 30 seconds to a number of minutes.

Specific Accountabilities

Working Conditions